Best Practices for Rapid Response Coordinators in Times of Change
Offering guidance on conducting meetings, handling tough questions, notifications methods, contact with employers, and providing extra services during rapid response situations.
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RAPID RESPONSE BEST PRACTICES Presenter Beth Keylon LWDA5 Special Projects Coordinator
Rapid Response Coordinators Who has conducted a meeting? When, where, how many employees affected? Not all are the same, right? How do you get started? Try to relate, make it about them Here to offer help and hope Thanks the employer for inviting you Thank the employees at the END for attending How do you handle the tough questions? If you don't know, don t guess, tell them you will get back to them If you do know, and it is personal, ask to talk after the meeting What do you do if they get upset? Keep your cool, let them know it is okay
Types of Notification Employer contacts Rapid Response Coordinator Employer contacts DWU Team in Nashville Employee visits an AJC office AJC staff collect information and send to RR Coordinator to make contact with employer Announcement made via the media outlets Newspaper, Radio, or TV Employer submits Announcement Letter to the State 50 or more employees affected Receive WARN Letter State will issue the WARN Notice
Contact with Employer Contact employer immediately upon receiving Notification Mostly via phone and email Use the Rapid Response Checklist to stay on track Layoff Communication Sheet and WARN Notice Form Collect as much information as possible If less than 50 employees and they may not submit a letter or want to do the online application Use these forms to collect information then email to the DWU Team Rapid Response Event flyer Create and send for the employer to post about the RR meeting Mass Layoff Spreadsheet & Instructions Remind them not to change the formatting Must send to DWU prior to layoffs occurring Severance Spreadsheet & instructions Send only if employees will be receiving severance Make sure they send spreadsheet to Sharon Coleman
Contact with Employer *Extra Services if time permits Job Fairs Special Partner Services Find out if employees need GED If anyone has a disability Provide partner contacts Additional Workshops Resume Writing & Interviewing Depending on the time, go onsite and let AJC staff present a workshop Training Opportunities Use Needs Survey to pole the employees to see if they are interested in training Reach out to Training providers to purchase classes Offer to conduct or assist with event most employers do their own Provide employer contacts Connect with AJC staff
Planning vs. Orientation Planning Visit May have multiple planning meetings Zero sessions Zero employees attended Detailed notes Orientation Visit The Rapid Response meetings Indicate the number of sessions and total employees that attended the session(s) May have multiple Orientation visits
Adding Employer Activities/ Services
Multiple Employer Activities/ Services
Rapid Response PowerPoint & Packets Left side AJC Services Career Center locations Visit any center in the area of choice Partner agencies co-located in facilities Veterans Services, SNAP, AE, etc. Services Flow Chart Advice they can do a lot of self-service activities or ask for assistance Point out step 3 and talk about WIOA training assistance If TAA approved, extra slides are at the end for the TAA rep to explain services Needs Survey Ask them to complete and take to the AJC staff services Rapid Response logo identifies they attending the meeting Guide to Healthcare Advice they can visit site for insurance coverage Also can meet with local ACA navigator Jobs4TN Flyer & Registration card Explain the importance and how to register on Jobs4TN Let them know this is how co-workers and the RR team know they have attended an RR meeting
Rapid Response PowerPoint & Packets Right side UI Process What Information applicant needs to file a claim Printed list from State site Severance and Holiday pay questions Brief explanation of how this effects UI benefits Help button on screens Weekly Certification Explain the process & questions When, why, how and what happens if they don t Required Job Searches Remind them of the 3 Job Search requirements Work Search log Provide paper log and explain the importance of keeping up with searches for the following week
Rapid Response PowerPoint & Packets Extra Booklets and Handouts in the Meeting ToolKits Surviving a Layoff Booklet Job Hunting Handbook FAFSA Pamphlets TN Reconnect pamphlets Adult Ed flyer when needed TAA Contact Sheet has TAA reps contact info
Follow-up with Employers Multiple Meetings Don t expect them to always call you Plan, coordinate, schedule execute Mass Layoff Spreadsheet Make sure they sent it to DWU Issues or problems Ask if any employees have contacted them Make sure things are going smooth
Communication Keep AJC Staff, TAA Rep and Partners Informed Invite Partners and AJC staff when requested by employers Most employers only allot a small amount of time to conduct meetings Goal is to provide information about partners and instruct the employees to the AJC for the Services Send frequent emails to One Stop and AJC Leads about meetings Make sure they know when employees will be coming to the AJC Sign In Sheets Provide copies to AJC Leads and TAA reps so staff can contact employees and offer services
Technical Assistance Rapid Response https://www.tn.gov/workforce/employers/staffing-redirect/layoffs--- unemployment/rapid-response.html WARN Technical Assistance Guide https://www.tn.gov/content/dam/tn/workforce/documents/employers/e t_WARN_guide.pdf Online WARN Notice https://stateoftennessee.formstack.com/forms/warn_notice_information Dislocated Worker Unit Manual & Rapid Response Guide https://www.tn.gov/content/dam/tn/workforce/documents/ProgramMan agement/Dislocated_Worker_3B.pdf
